Practice Business Manager

Job description

Job responsibilities

The post-holder will:

Keep abreast of current affairs and identify potential threats and ensure all income-generating opportunities are explored and maximised

Contribute to Practice strategy; formulate objectives and research and develop ideas for future Practice development

Monitor and evaluate performance of the Practice team against objectives; identify and manage change

Develop and maintain effective communication both within the Practice and with relevant outside agencies

Assess and evaluate Practice requirements and manage expansion plans

Assist the Practice in the wider community and assist with forging links with other local practices and relevant agencies and in particular working collaboratively with PCN (Primary Care Network)

Represent the Practice at ICB meetings

Patient Services

Adopt a strategic approach to the development and management of patient services

Ensure service development and delivery is in accordance with local and national guidelines

Ensure that the Practice complies with NHS contractual obligations in relation to patient care

Maintain registration policies and monitor patient turnover and capitation

Monitor surgery timetables, duty rotas and holiday cover

Routinely monitor service delivery and assess Practice performance against patient access and demand management targets

Provide and manage an effective in-house complaints procedure, dealing with enquiries and complaints from patients effectively and efficiently to promote patient satisfaction

Oversee the Practice responsibilities for complaints, being a point of contact for concerns, supporting the team in responding to and coordinating the complaints process.

Oversee the team ensuring they adhere to their individual responsibilities for identifying and reporting significant events, using a system of observation, audit and check, near miss identification, questioning, reporting and risk management.

Coordinate patient participation meetings for patients, carers and GP practice staff who can meet to discuss practice issues and patient experience with the aim of improving or maintaining a quality service.

Assist the Practice in the wider community and assist with forging links with local practices and relevant agencies and in particular working collaboratively with the PCN and other local community groups.

Financial Management

Ensure that sound financial controls are consistently in place and followed.

Manage Practice budgets and seek to maximise income

Prepare bids for new resources

Oversee Practice and PCN accounts; ensuring year-end figures are submitted promptly and liaise with Practice accountant and Partners

Lead the budgeting and monitoring process each year, contributing to the longer term strategic planning

Work with the Executive Partner to monitor income and expenditure.

Prepare and present financial plans including forecasting, monitoring information and reporting to the Partners as required

Understand and report on the financial implications of contract and legislation changes

Liaising with the ICB and payment agencies regarding queries with payments relating to the contract, e.g. Enhanced Services.

Monitor PAYE and contributions to the Practice pension scheme(s) for all practice staff and ensure appropriate records are in place

Human Resources

Overall responsibility for recruitment and retention of staff working including contracts of employment and job descriptions

Ensure that all members of staff are legally and appropriately employed. Monitor skill-mix and deployment of staff

Manage staffing levels within target budgets

Evaluate, organise and oversee staff induction and training, and ensure that all staff are adequately trained to fulfil their role

Develop and implement effective staff appraisal and monitoring systems for coordinating leave and managing workload.

Support and mentor staff, both as individuals and as team members

Lead on HR issues implementing effective systems for the resolution of disputes and grievances.

Keep abreast of changes in employment legislation

Co-ordinate intra-practice communications within the network

First point of contact for members of the PCN and other organisations for the management, recruitment and retention of additional roles reimbursement scheme

Monitor and scrutinise contractual and financial requirements for the PCN to protect the Practice reputation and income. This requires a detailed knowledge and understanding of the network accounts and contractual obligations

Take an active role in the development and establishment of the PCN to ensure the Practice reputation as providers of high quality services

Oversee contracts relating to the Practice including partnership, staff, premises

Organisational

Oversee meeting schedules, ensuring a process is in place for the management of meetings, distribution of minutes and outcomes

Develop Practice protocols and procedures, review and update as required

Ensure the Practice is compliant with Health & Safety, keeping abreast of current legislation

Ensure that the Practice has adequate business continuity plans in place

Manage a policy review process to ensure a regular review of policies, standards and guidelines to keep the Practice up to date with regulations and best practice

Detailed knowledge of the GMS contract, QOF, local contracts and PCN

Information Management and Technology

Work with the network IT coordinator plan and support the delivery of IT system changes for the Practice

Monitor data and systems by measuring the progress and assessing the effectiveness of the services provided by the Practice and network

Inquisitive and problem solving approach to developing an IT strategy striving for data quality and completeness

Technical experience of working with Microsoft operating systems

Knowledge and interest in IT infrastructure including Microsoft office 365 and TEAMs

Motivate, support and monitor staff in the use of IT; organise, oversee and evaluate IT training

Ensure that the Practice has effective IT data security, back-up, maintenance and business continuity plans in place

Work with the Caldicott guardian and data protection officer to ensure the Practice is compliant of all data security and protection obligations

Oversee the IT management and support for the team both in the Practice and for staff using remote access

Liaise with the ICB regarding systems procurement, IT funding and national IT development programmes

Maintain the Practices website work with IT and developers ensuring changes to technology are reviewed and incorporated

Information governance lead complementing GP Partners Information governance role

Quality

The post-holder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Manage the regulated activity and work with the registered manager partner to ensure compliance related to the management of regulated activities

Also:

Communication

Confidentiality

Health & Safety

Equality and Diversity

Personal/Professional Development

Person Specification

Qualifications

Essential

• Evidence of a commitment to continuing professional development

Desirable

• Degree level certification
• Relevant management or finance qualification

Experience

Essential

• Experience and success of communicating with and managing people
• Experience of working in teams; able to promote teamwork and employee satisfaction
• Excellent negotiating and conflict management skills
• Planning skills and ability to prioritise

Desirable

• Management experience in the NHS or in practice management or management at a senior level
• Experience of working with regulatory bodies and preparing for inspections

Skills, Qualities, Other

Essential

• Effective communication (oral and written) and excellent inter-personal skills
• Approachable with the ability to listen and empathise
• Able to make sound decisions
• Delegation and empowerment of staff
• To manager staff at all levels include upwards
• Strong IT skills
• Leadership skills, including excellent people management skills
• A solutions focused approach to problem solving
• Good time management
• Have a strong financial understanding and cash flow experience
• Able to complete and finish work
• Highly computer literate
• Customer service and complaints resolution
• Negotiating and managing conflict
• Understanding how to work effectively in a fast paced environment
• Networking and facilitation
• Ability to lead and motivate a team, creating a positive environment
• Able to chair senior attendee meetings
• Personable and approachable
• Self-motivated and confident able to work with minimal direction
• Adaptable and innovative
• Enthusiasm, with energy and drive
• Gains respect by example, fairness. Integrity & leadership
• Trustworthy, honest, reliable, caring and sympathetic
• Forward thinker with a solutions focused approach
• Confidential and conscientious
• Hard working, reliable and resourceful
• Willing to work flexible hours as necessary
• Considered, steady approach
• Diplomacy
• The ability and willingness to travel to meetings & courses
• A willingness to work extra hours as the role requires

Desirable

• Project management
• Change management
• Premises management
• Good sense of humour
• Attend evening meetings as required

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Chevin Medical Practice

Address

Chevin Medical Practice (Otley x 2 and Bramhope)

Bridge Street

Otley

LS21 1BQ

Employer's website

https://www.chevinmedicalpractice.com/ (Opens in a new tab)